Supply, delivery & installation of digitization equipment with 3-Year maintenance – limpopo department of sport, arts an

Closing date: 15 September 2026 at 11h00. No briefing session will be held. Advertisement date: 21 August 2026. Bid validity: 120 days from closing date.

Bidding procedure enquiries: Mabasa L / Modiba M.V, telephone 015 284 4093 / 4108, email [email protected] and [email protected]. Technical enquiries: Mathye J, telephone 060 997 7090, email [email protected]. All enquiries must be in writing and sent to the email addresses.

Bids must be delivered to the bid box at 21 Biccard Street, Olympic Towers Building, Department of Sport, Arts and Culture, Polokwane, 0699, before the closing time. Late bids will not be accepted. Bids must be submitted on the official forms provided, not re-typed. Returnable forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – firm prices), SBD 4 (Bidder's Disclosure), and SBD 6.1 (Preference Points Claim). Non-submission, non-completion, or non-signing of SBD 1, SBD 3.1, or SBD 4 will lead to disqualification. Non-completion of SBD 6.1 will not disqualify but will forfeit specific goal points. Bids must remain valid for 120 days from the closing date. Any amendments to bid conditions or counter conditions will invalidate the bid.

The 80/20 preference point system applies: 80 points for price, 20 points for specific goals. Specific goals and points: at least 51% Black ownership – 10 points (verified via CSD report); at least 51% Women ownership – 2 points (CSD report); at least 51% Youth ownership – 2 points (CSD report); at least 51% People with Disabilities ownership – 2 points (CSD report plus medical certificate not older than 12 months); at least 51% Military Veterans ownership – 2 points (proof from Department of Military Veterans); at least 51% Rural/Township business ownership – 2 points (letter from Traditional Authority and/or municipal bill not older than 12 months). Failure to submit proof for specific goals means those points are not claimed.

Supply, delivery, and installation of new digitization equipment: 3 scanners for fragile records and 2 A2 overhead scanners, as per the Terms of Reference. Provide once-off physical training for 1 user (5 hours). Provide support for utilisation of the equipment for 6 months upon installation. Provide quarterly service, repair, and maintenance for a period of three years on existing equipment: Microtek Scanner LS-3800 (Serial MLS-600A1) and Zeutschel OS-1200 (Serial 60698). New equipment will be serviced, repaired, and maintained after the 12-month warranty, quarterly.

Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered. Prices must be quoted in RSA currency, all applicable taxes included. Total bid price (A+B+C+D) will be used for evaluation. Delivery costs must be included in the bid price. Offer must be valid for 120 days from closing date.

Bidders must be tax compliant and provide a SARS Tax Compliance Status PIN or CSD number. Where consortia, joint ventures, or subcontractors are involved, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies with directors who are, will not be considered. Bidders must complete and submit SBD 1, SBD 3.1, SBD 4, and SBD 6.1. Foreign suppliers must complete the questionnaire in SBD 1. Bidders claiming specific goals must provide verification as listed in the evaluation criteria.